Job summary
We are looking for an experienced medical secretary to join our busy General Surgery team at QEQMH. We are looking for someone reliable with a high standard of communication and organisational skills to provide an efficient administrative service to our team. The successful applicant will be joining a highly motivated and effective team who strive to ensure patient care is at the forefront of our service. This position is full-time, working 37.5 hours per week (Monday - Friday).
Main duties of the job
The role involves working within a team of medical secretaries to provide a comprehensive administrative, clerical and audiotyping service to the clinical and managerial teams as well as act as a point of liaison for patients, GPs, staff and outside agencies. The postholder will be required to manage and monitor patients through their treatment pathways, ensuring compliance to cancer pathways and waiting time standards. You must have excellent communication skills and possess a high level of attention to detail and accuracy as well as an understanding of patient confidentiality.
About us
We are one of the largest hospital trusts in England, with five hospitals and community clinics serving a local population of around 800,000 people. Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference'. We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day.
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Please note that if you require a Certificate of Sponsorship to work in the UK you must declare this on your application form, even if you currently have a certificate of sponsorship or a work permit for another role and are already working in the country. Please note we are only able to sponsor candidates on a Skilled Worker Visa applying for roles Band 5 and above
Job description
Job responsibilities
- Act as first point of contact on behalf of the consultant and the Trust and deal effectively with all enquiries from GPs, patients, other departments within the Trust and all other departments, in line with Trust Values.
- Action all enquiries, effectively, and respond and escalate where appropriate.
- Manage clinical dictations on digital dictation or voice recognition systems and administer as required.
- Maintaining an effective filing system, including use of scanning systems.
- Prioritise workload to meet demands of the service.
- Process referral letters appropriately, ensuring they are registered to the Patient Service Centre., National RTT compliance standard, diagnostic standards and any internal targets.
- Effective management of the patient pathway, including monitoring of diagnostics and booking follow up appointments, adhering to government standards. Escalate issues where necessary.
- Scan investigation results and escalate any issues or concerns that require urgent intervention.
- Undertake any other clerical duties to ensure the smooth running of the office, including sorting of post.
- Monitor consultants absence ensuring clinics are managed accordingly, following the Clinic Maintenance Policy.
- Attend relevant departmental meetings for example: Team meetings, Admin Forums etc.
- To maintain effective communication with line managers, management team and clinicians.
- Participate in ensuring that Health & Safety guidelines are adhered to.
Participate in Trust's quality improvement initiatives
Job description
Job responsibilities
- Act as first point of contact on behalf of the consultant and the Trust and deal effectively with all enquiries from GPs, patients, other departments within the Trust and all other departments, in line with Trust Values.
- Action all enquiries, effectively, and respond and escalate where appropriate.
- Manage clinical dictations on digital dictation or voice recognition systems and administer as required.
- Maintaining an effective filing system, including use of scanning systems.
- Prioritise workload to meet demands of the service.
- Process referral letters appropriately, ensuring they are registered to the Patient Service Centre., National RTT compliance standard, diagnostic standards and any internal targets.
- Effective management of the patient pathway, including monitoring of diagnostics and booking follow up appointments, adhering to government standards. Escalate issues where necessary.
- Scan investigation results and escalate any issues or concerns that require urgent intervention.
- Undertake any other clerical duties to ensure the smooth running of the office, including sorting of post.
- Monitor consultants absence ensuring clinics are managed accordingly, following the Clinic Maintenance Policy.
- Attend relevant departmental meetings for example: Team meetings, Admin Forums etc.
- To maintain effective communication with line managers, management team and clinicians.
- Participate in ensuring that Health & Safety guidelines are adhered to.
Participate in Trust's quality improvement initiatives
Person Specification
Qualifications
Essential
- GSCE Maths & English or equivalent
Desirable
Skills & Experience
Essential
- Experienced in a range of administrative procedures.
- Good knowledge of Microsoft products. Effective use of IT systems, ensuring accuracy and attention to detail
- Ability to communicate, co-ordinate and liaise with a multidisciplinary team
- Ability to remain calm in a busy environment whilst working under pressure
- Excellent organisational skills and ability to use own initiative.
Desirable
- Previous NHS experience
- Working within a busy environment.
- Medical Terminology
Governance
Essential
- Welcoming and polite. Attentive and helpful Respect others' time. Speak up on behalf of those who can't. Consistently safe. Vigilant about safety Reassuringly professional. Listen and clearly communicate Respect people and their dignity Work as a team. Take responsibility.
Personal/professional attributes
Essential
- Delivers the best outcomes Appreciates good work Always improving ourselves/services
Desirable
- Ability to use own initiative
Other requirements
Essential
- The postholder will have access to confidential information that must not be divulged to any other unauthorised person at any time. This is in compliance with the Trust data Protection Policy. Upholds and models the Trust values.
Person Specification
Qualifications
Essential
- GSCE Maths & English or equivalent
Desirable
Skills & Experience
Essential
- Experienced in a range of administrative procedures.
- Good knowledge of Microsoft products. Effective use of IT systems, ensuring accuracy and attention to detail
- Ability to communicate, co-ordinate and liaise with a multidisciplinary team
- Ability to remain calm in a busy environment whilst working under pressure
- Excellent organisational skills and ability to use own initiative.
Desirable
- Previous NHS experience
- Working within a busy environment.
- Medical Terminology
Governance
Essential
- Welcoming and polite. Attentive and helpful Respect others' time. Speak up on behalf of those who can't. Consistently safe. Vigilant about safety Reassuringly professional. Listen and clearly communicate Respect people and their dignity Work as a team. Take responsibility.
Personal/professional attributes
Essential
- Delivers the best outcomes Appreciates good work Always improving ourselves/services
Desirable
- Ability to use own initiative
Other requirements
Essential
- The postholder will have access to confidential information that must not be divulged to any other unauthorised person at any time. This is in compliance with the Trust data Protection Policy. Upholds and models the Trust values.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
